Facilities Manager

As the leader of the Facilities team, you are a key player in all aspects of daily operations. You thrive on challenge and change and are committed to excellence in everything that you do. This includes managing the client’s usage of office space and equipment, ensuring we deliver and manage a wonderful workspace for our client. The successful individual ensures adherence to company facility standards and specifications for building and safety codes. Job duties are varied and require being able to use independent judgment and creativity.

MAIN DUTIES AND RESPONSIBILITIES

Understand, anticipate, and deliver customer (internal and external) needs while building effective relationships.

Ensure a top-quality work environment for the client’s employees, as related to repairs and maintenance of building systems, aesthetics and services for multiple floors and buildings.

Space planning and execution: team moves/ desk installs and all associated works, implementing changes and anticipating and working with fluctuating business needs. Update and maintain Facilities Master Spreadsheets, calendars, floor maps, and relevant documents.

Full understanding of all building operating systems, experienced in managing front end BMS, troubleshooting HVAC issues, prioritising issues, and escalating where required. Liaise with building management on all day-to-day operational matters

Manage computer aided facilities management platform and financial management platform.

Positively respond to both our internal and external customers through effective communication and personal accessibility.

Understand procedures and processes and operate them to the required standard. Examples of these are:

Management of helpdesk and asset management systems (e.g. Concept, Maximo, Service Insight)

Ensuring compliance to policies and procedures.

Ensuring that sales invoices are raised in a correct and timely manner.

Ensure purchase orders are raised in line with company requirements.

Understanding the contract, including scope and terms & conditions.

Ensuring compliance with Health & Safety requirements, including H&S reporting (e.g. Hazard Reporting) and promoting a safe working environment.

Achieve results within quality & time restraints.

Perform with an understanding of business requirements and changes and ensuring continuous improvement.

Convey messages and ideas clearly and openly. Involve people and influence decisions.

Respond, execute, and follow up on client employee work requests with excellent customer service.

Manage the helpdesk for all Facilities ensuring requests, responding, assigning and escalations are completed.

Liaise with other teams as required to ensure issues are appropriately resolved.

Manage key vendor and partner relationships for the client’s office

Have a thorough understanding of scope of vendor contracts to ensure compliance with terms, manage day to day operation of contracts to established SLAs.

Schedule vendors/service providers/contractors within time frames that are most favourable to the client, coordinate access, oversee works if required.

Manage Facilities asset register and equipment warranties.

Schedule vendors/service providers/contractors within time frames that are most favourable to the client, coordinate access, oversee works if required.

Coordinate organisation of plans, operations manuals, and supplies

Participate in ongoing special projects, tasks, and additional responsibilities as required

PERSON SPECIFICATION

• Education
• Higher educational qualifications to degree or relevant considerable experience.
• Training
• Fluent PC based skills - Windows, Excel, Word, Outlook
• Basic Health & Safety training

Experience

CAFM & Finance Management systems experience.

2 years’ experience in a similar role.

5 year’s experience of workplace FM.

Aptitudes

• Financial / accounting experience would be an advantage.
• Must demonstrate a strong sense of customer focus with excellent customer service and communication skills and a collaborative approach to problem solving
• Excellent verbal, and good basic standard of written, communication skills.
• Self-motivated and systematic.
• Results/ task orientated, attention to detail and accuracy.
• Excellent time management and organisational skills.
• Commitment to continuous improvement.
• Ability to work as part of a team, as well as independently.
• Committed to customer service delivery.
• Strong technical understanding of commercial building operations and systems, including HVAC, Building Management Systems (BMS), and associated mechanical and electrical services

Character

Reliable and committed.

Calm manner, able to work under pressure and with changing demands and priorities.

Independent, flexible, and creative ability when responding to issues, projects and customers as needs arise.